SAP Payroll Reporting - SAP Payroll

What is the reporting pattern followed in SAP Payroll System?

The reporting pattern followed by the SAP Payroll systems is as follows:

Basic – General Increments Report

This component facilitates in performing the increment update on the base pay wage type in Infotype 0008. This report is maintained in the Human Resource under SAP Easy access.

In SAP Easy access → Human Resource → Payroll → Asia/Pacific → India → Utilities → Basic → General increments.

Basic General Increment Report

Provide the required details like Personnel number and the Pay Scale Grouping for Allowances of the employees for whom increments are given.

Enter Details

Enter the date from which the increment has to be effective and the name of that batch session. Click Execute.

Click Execute

The list of employees eligible for the increment appears along with some of the options such as:

Increment

The increment for all the employees is processed by this option by creating a batch system by the system. The Basic Pay Infotype 0008 can be updated by executing the batch session.

Ambiguous Cases

The ambiguous cases are displayed under this option.

For instance − All the employees for whom the Effective Date that have been entered on the selection screen does not fall in the last split of the Basic Pay Infotype 0008.

Errors

All the error cases are displayed by this option.

For instance − All the employees for whom the Pay Scale Grouping for Allowances is not the same as the one that you have entered on the selection screen.

Basic Promotions Report

To update the base salary wage type of the batch in Infotype 0008 in accordance with the increments posted because of the promotions of the employees.

In SAP Easy access → Human Resource → Payroll → Asia/Pacific → India → Utilities → Basic → Promotions.

Then −

  • Provide the employee selection criteria.
  • Provide the Pay Scale Grouping for Allowances of the employees for whom an increment update is desired.
  • Enter the date from which the increment has to be effective.
  • Enter the name of the batch session and execute the report.

Basic Promotion Report

The list of all the eligible employees for promotion appears along with the following options:

Promote

The increments of the eligible employees is updated and the batch session is created by this option. This batch can be executed to update Basic Pay Infotype 0008 with the Basic Salary increment.

Ambiguous Cases

This option is used to display cases where there is ambiguity.

For instance − All employees for whom the increment effective date is provided, which does not fall in the last split of the Basic Pay Infotype 0008.

Errors

This option is used to display all the error cases.

For instance − When all the employees with a Pay Scale Grouping for Allowances is not the same as that have entered in the selection criteria.

Print Program for Form 16

This component is used to print some sections of Form 16 and Form 16AA of an employee pertaining to a Financial year. Some of the sections printed are as follows:

  • Salary Paid and any Other Income and Tax Deducted.
  • It displays the income, deductions and tax details of the employee for that financial year.
  • Details of the Tax Deducted and Deposited into the Central Government Account.

This section also includes the following components −

  • Tax Deducted at Source (TDS)
  • BSR Code of Bank Branch
  • Total Tax Deposited
  • Cheque or DD No. (If applicable)
  • Surcharge
  • Date on Which Tax Deposited
  • Transfer Voucher/Challan Identification Number
  • Education Cess

Print Program for Form 24

By this component Form 24 and Form 24Q for the employees with the following sections can be printed:

  • Details of the Salary Paid and Tax Deducted thereon from the Employee.

This is used to display the income, deductions and tax details in a particular financial year for the selected employee.

Form 27A (only for Form 24)

This form is defined as the e-filing of Form 24 and needs to be submitted to the IT office in a physical form.

The employee has to submit an e-copy of Form 24 to the IT department before the 31st May for the preceding financial year.

For instance − The Form 24 has to be submitted before May 31, 2016 for the financial year 2015 - 2016.

Batch Program – DA Report

A batch program to run and update the Dearness Allowance wage type in the Basic Pay Infotype 0008 is created by this component. This report can be accessed by the following path:

Go to SAP Easy access → Human Resources → Payroll → Asia Pacific → India → Utilities → Dearness Allowance → Batch Program for DA.

Batch Program DA Report

Provide the details used for selection criteria like Personnel number and date. Against each Batch group, the name for the batch session need to be specified.

To execute the report, choose Program → Execute.

Execute Report

This will open the Correct Cases screen to review the following types of information. This screen provides information on −

  • Correct cases
  • Ambiguous cases
  • Error cases

Error Cases

To view an information type, select the required option.

For example − To view the correct cases, select Display correct cases.

The employee records for which the batch session needs to be generated is to be selected. The batch session is generated by choosing User Interface → Create batch input.

Batch Program for Section 80 and 80C

These components are used to check the Actual Contributions for Tax Exemption indicator of the Section 80 and 80C Deductions Infotype 0585records of all or selected employees.

This report for the employees can be executed based on:

  • Payroll Area and
  • Range of Personnel numbers

SAP facilitates with the option of selecting or not selecting the Consider Actual Contributions for Tax Exemption indicator of the Section 80 and 80C Deductions Infotype 0585 records. When the report runs, a session is created and is executed from T-code SM35 for updating Section 80 Deductions Infotype 0585.

Batch Program for Section 80

This report can be accessed by the following path:

Go to SAP Easy access → Human Resources → Payroll → Asia Pacific → India → Utilities → Section 80 → Batch Program for 80.

Batch Program for Section 80

Provide the selection criteria. If the actual Section 80 contributions of the selected employees to be considered during the payroll run, select the Consider Actual Contributions indicator. Select the Keep session indicator option, a record of the session after execution need to be maintained.

To update the Infotype records use the T-code SM35 and is executed by clicking on Execute option.

Enter Lock Date

Run T-code SM35 and select the session desired to run. Run the session in the foreground or in the background.

Status for Claims Report

The status of the claims made by the employees is checked by this component. This component is used to check the following:

  • Different reimbursement types claimed by the employees.
  • Reimbursement Types validity period.
  • Balances carry forward from the previous year.
  • Details of claim amounts that have been already disbursed and the pending amount to be disbursed along with a payroll run.

To check the eligibility, go to SPRO → IMG → Payroll → Payroll India → Reimbursements, Allowances and Perks → Calculate Eligibility for RAPs.

Status for Claims Report

It displays the different claims made by the employees according to the Effective Date and the Reimbursement Type.

The claim report can be accessed by the following path:

Go to SAP Easy access → Human Resources → Payroll → Asia/Pacific → India → Utilities → Reimbursements, Allowances and Perks → Claims Status.

Claims Status

Enter the relevant selection criteria and to execute the report → Execute.

Enter Relevant Selection

Gratuity Listing Report and Superannuation Report

The Gratuity list for the selected employee range is generated using this component within a specified period.

It is to be noted that a report has to be created to maintain the Personal IDs Infotype 0185 Gratuity for India subtype 03. The payroll for the required period is processed and the results are displayed.

Following is the information displayed using this report −

  • Name of the employee
  • Gross salary of the employee
  • Contribution towards employee gratuity from employer side

This report can be accessed by the following path:

Go to SAP Easy Access → Human Resources → Payroll → Asia Pacific → India → Subsequent Activities → Per Payroll Period → Reporting → Gratuity → Gratuity Listing.

Gratuity Listing

Provide the Gratuity Trust ID for which the report is desired to generate.

Custom Layout option can be selected to obtain the result in the customized format and provide the name of the desired custom option.

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